Books RFR 2022 Final.doc

COMMONWEALTH OF MASSACHUSETTS

DEPARTMENT OF FIRE SERVICES

1 STATE ROAD

P. O. BOX 1025

STOW, MA 01775-1025

REQUEST FOR RESPONSE (RFR)

Books and Other Published Materials # DFS-Books-2022 Responses Accepted Starting:

June 20, 2021 This is a rolling enrollment solicitation and bids may be submitted at any time

Evaluations and awards will begin upon receipt of responses

RFR Contact:

Julie Walrath

Phone:

978-567-3131 Fax:

978-567-3144

E-mail:

Julie.Walrath@mass.gov Issue date:

June 3, 2021 To:

Potential Bidders

From:

Julie Walrath

Chief Procurement Officer

Department of Fire Services

Subject:

RFR for Books and Other Published Materials

RFR #DFS-Books-2022 Date:

June 3, 2021 The Department of Fire Services would like to invite you to submit a response for the attached proposal. All Bidders must register as a vendor in the CommBuys system and sign up for the Small Business Purchasing Program (SBPP), if eligible.

Responses must be submitted electronically through the CommBuys system.

The bidder may not alter the RFR or its components except for those portions intended to collect the vendor’s response (Cost pages, etc.) Modifications to the body of this RFR, specifications, terms and conditions, Commonwealth of Massachusetts Standard Contract, which change the intent of this RFR, are prohibited. Any modifications other than where the vendor is prompted for a response will disqualify the bid.

Initial RFR Deadline:

June 20, 2021 Thank you.

DEPARTMENT OF FIRE SERVICES

REQUEST FOR RESPONSE (RFR)

Books and Other Published Materials # DFS-Books-2022

SECTION 1: DESCRIPTION OF PROCUREMENT

The purpose of this Request for Response (RFR) is to award a contract to multiple vendors which includes, but is not limited to the purchase of materials in all formats, domestic and foreign publications, textbooks, reference books, subscriptions, books in print, out-of-print, books on tape, DVD’s, pre-bound books, legal books and materials, medical books and materials, academic books, pamphlets (bound and unbound), government documents, microfilm, microfiche, micro cards, microprint, filmstrips, slides, video tape recordings, audio cassettes, compact disks, laser disks, CD-ROMS, (any CD-ROM that has a software license agreement, will require approval prior to the purchase), maps, charts, wall charts, course materials including online course materials, testing materials and audio/visual materials. This RFR also includes online courses. Because during the life of the contract these products will have the potential for change, bidder(s) awarded a contract will be able to add items at the existing cost levels for which their award is made.

Bidders receiving an award through this RFR will be selected as needed by procuring department, but no bidder is guaranteed any business due to a contract award resulting from this RFR. DFS reserves the right to limit the number of contract awards.

Some purchases under this contract will be for textbooks and/or course materials used at the Massachusetts Firefighting Academy (MFA). These purchases will be used exclusively by MFA for firefighter education and certification. The course materials may be made available to the students and may have a small markup to cover our administrative and handling costs of the materials.

This is a small procurement targeted to small businesses participating in the Commonwealth's Small Business Purchasing Program (SBPP). The Department intends to evaluate bid responses from and to award a contract to a SBPP-participating business(es) who submit a bid that meets or exceeds the solicitation criteria only. Subcontracting in these types of procurements is limited to no more than 20% of the value of the contract, unless it is with another SBPP registered participant. If determined that there is inadequate SBPP capacity, or no SBPP-participating vendors provide a responsive bid, the Department will evaluate and award bid responses received from non-SBPP businesses. To determine eligibility and to participate in the SBPP, please review the requirements and general program information at www.mass.gov/sbpp.

SECTION 2: ACQUISITION METHOD

__X__ Outright Purchase

SECTION 3: REQUEST FOR SINGLE OR MULTIPLE VENDORS

__X__ Multiple Vendors

Section 3.1: Rolling Enrollment - Adding Vendors after Initial Award.

Vendors may submit bid responses in accordance with rolling enrollment at any time during the contract period. Responses will be reviewed at the discretion of the Department of Fire Services, and additional vendors may be added to the qualified list at anytime during the period of the contract upon completion of the qualification process outlined in the RFR. All contracts will expire simultaneously.

SECTION 4: ELIGIBLE USERS

This contract will be restricted for use by the Department of Fire Services and any other Agency under the Executive Office of Public Safety and Security (EOPSS).

SECTION 5: DURATION OF CONTRACT, INCLUDING RENEWALS

The duration of any contract(s) resulting from this RFR shall be three (3) years. The contract will allow for two (2) two-year options to renew for a total of seven (7) years. All contracts will expire simultaneously. The total maximum contract term is seven years.

Section 5.1 Performance and Payment Time Frames Which Exceed Contract Duration:

Delivery of goods or completion of performance of a service may be made for a period of up to 90 days after the ending date of the Contract provided that the Purchasing Entity places it order prior to the ending date of the Contract. No new services may be executed after the Contract has expired.

SECTION 6: ANTICIPATED EXPENDITURES AND COMPENSATION STRUCTURES

Section 6.1: Anticipated Expenditure. The value of this contract will be approximately $10,000 per year/$70,000 over the life of the contract. Amounts indicated are only estimates. The Department of Fire Services makes no guarantee of a purchase as a result of this contract. All purchases will be on an as needed basis. Any estimates or past procurement volumes referenced in this RFR are included only for the convenience of bidders, and are not to be relied upon as any indication of future purchase levels.

*There is a possibility that Federal funds (acquired through grant applications) may be used for this purchase, and that they may also be used for purchases during the renewal periods. The use of federal funds for purchases will be determined at the time of acquisition.

Section 6.2: Compensation Structures. The contract will have a unit based price structure with a percentage discount off the lowest current manufacturer’s published list price. Pricing and discounts shall remain firm during all contract periods. Pricing and discount changes can only be made when exercising an option to renew.

Prices are F.O.B. to any Department of Fire Services location (or other eligible state agency locations that may utilize this contract), with all freight, delivery and destination charges paid by the bidder. Shipping charges, restocking fees and cancellation charges are not allowed. The only exception where shipping will be allowed is in case of an emergency order or a request from DFS for rush shipping. A written quote shall be provided prior to purchase if requested. A Purchase Order is required prior to any products being shipped or picked up. Pre-payments prior to delivery are not allowed. The invoice shall include but not be limited to the date of delivery, DFS purchase order number, list of all items purchased, pricing and invoice number.

Section 6.3: Contract Extensions and/or Price Increase. Upon exercising an option to renew, the contractor may propose a price increase. DFS reserves the right to request additional information on the proposed price increase and may approve, decline or further negotiate the proposed price increase. Price increase requests MUST be submitted on the contractor’s letterhead at the time of contract renewal and MUST include the following:

· new proposed manufacturer’ published list price for parts and/or new proposed discount rate;

· reason for the requested change; and

· documentation supporting the reason for the requested change.

SECTION 7: MA STANDARDIZED CONTRACT SPECIFICATIONS

The terms of 801 CMR 21.00: Procurement of Commodities and Services are incorporated by reference into this RFR. Words used in this RFR shall have the meanings defined in 801 CMR 21.00 (and 808 CMR 1.00, if applicable). Additional definitions may also be identified in this RFR. Other terms not defined elsewhere in this document may be defined in OSD’s Glossary of Terms. Unless otherwise specified in this RFR, all communications, responses, and documentation must be in English, all measurements must be provided in feet, inches, and pounds and all cost proposals or figures in U.S. currency. All responses must be submitted in accordance with the specific terms of this RFR.

COMMBUYS Market Center. COMMBUYS is the official source of information for this Bid and is publicly accessible at no charge at www.commbuys.com. Information contained in this document and in COMMBUYS, including file attachments, and information contained in the related Bid Questions and Answers (Q&A), are all components of the Bid, as referenced in COMMBUYS, and are incorporated into the Bid and any resulting contract.

Bidders are solely responsible for obtaining all information distributed for this Bid via COMMBUYS. Bid Q&A supports Bidder submission of written questions associated with a Bid and publication of official answers.

It is each Bidder’s responsibility to check COMMBUYS for:

· Any amendments, addenda or modifications to this Bid, and

· Any Bid Q&A records related to this Bid.

The Commonwealth accepts no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

COMMBUYS Subscription. Bidders may elect to obtain a free COMMBUYS Seller subscription which provides value-added features, including automated email notification associated with postings and modifications to COMMBUYS records. However, in order to respond to a Bid, Bidders must register and maintain an active COMMBUYS Seller subscription account.

All Bidders submitting a Quote (previously referred to as Response) in response to this Bid (previously referred to as Solicitation) agree that, if awarded a contract: (1) they will maintain an active seller account in COMMBUYS; (2) they will, when directed to do so by the procuring entity, activate and maintain a COMMBUYS-enabled catalog using Commonwealth Commodity Codes; (3) they will comply with all requests by the procuring entity to utilize COMMBUYS for the purposes of conducting all aspects of purchasing and invoicing with the Commonwealth, as added functionality for the COMMBUYS system is activated; (4) Bidder understands and acknowledges that all references to the Comm-PASS website or related requirements throughout this RFR, shall be superseded by comparable requirements pertaining to the COMMBUYS website; and (6) in the event the Commonwealth adopts an alternate market center system, successful Bidders will be required to utilize such system, as directed by the procuring entity. Commonwealth Commodity Codes are based on the United Nations Standard Products and Services Code (UNSPSC).

The COMMBUYS system introduces new terminology, which bidders must be familiar with in order to conduct business with the Commonwealth. To view this terminology and to learn more about the COMMBUYS system, please visit the COMMBUYS Resource Center.

Multiple Quotes. Bidders may not submit Multiple Quotes in response to a Bid unless the RFR authorizes them to do so. If a Bidder submits multiple quotes in response to an RFR that does not authorize multiple responses, only the latest dated quote submitted prior to the bid opening date will be evaluated.

Quote Content. Bid specifications for delivery, shipping, billing and payment will prevail over any proposed Bidder terms entered as part of the Quote, unless otherwise specified in the Bid.

Supplier Diversity Program (SDP). Massachusetts Executive Order 524 established a policy to promote the award of state contracts in a manner that develops and strengthens Minority and Women Business Enterprises (M/WBEs) that resulted in the Supplier Diversity Program in Public Contracting. M/WBEs are strongly encouraged to submit responses to this RFR, either as prime vendors, joint venture partners or other type of business partnerships. Similarly, Executive Order 546 established the Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) Program to encourage the participation of businesses owned and controlled by service-disabled veterans in all areas of state procurement and contracting, thereby including them in the SDP. All bidders must follow the requirements set forth in the SDP section of the RFR, which will detail the specific requirements relating to the prime vendor’s inclusion of M/WBEs and/or SDVOBEs. Bidders are required to develop creative initiatives to help foster new business relationships with M/WBEs and/or SDVOBEs within the primary industries affected by this RFR. In order to satisfy the compliance of this section and encourage bidder’s participation of SDP objectives, the Supplier Diversity Program (SDP) Plan for large procurements greater than $150,000 will be evaluated at 10% or more of the total evaluation. Once an SDP commitment, expressed as a percentage of contract revenues, is approved, the agency will then monitor the contractor’s performance, and use actual expenditures with SDO certified M/WBE contractors and the Center for Veterans Enterprise certified SDVOBEs to fulfill their own SDP expenditure benchmarks. M/WBE and SDVOBE participation must be incorporated into and monitored for all types of procurements regardless of size; however, submission of an SDP Plan is mandated only for large procurements over $150,000.

Unless otherwise specified in the RFR, the following SDP forms are required to be submitted by the deadlines noted below in order to meet the mandatory participation requirements of the SDP:

Supplier Diversity Program (SDP) Resources:

· Resources available to assist Prime Bidders in finding potential Minority Business Enterprises (MBE) and Women Business Enterprises (WBE) partners can be found at: www.mass.gov/sdp

· Resources available to assist Prime Bidders in finding potential Service-Disabled Veteran-Owned Business Enterprise (SDVOBE) partners can be found on the Operational Services Division’s SDO webpage at: www.mass.gov/sdo

· The Operational Services Division’s Supplier Diversity Program offers training on the SDP Plan requirements. The dates of upcoming trainings can be found at: http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/osd-events-and-training/osd-training-and-outreach.html In addition, the SDP Webinar can be located on the SDP website at www.mass.gov/SDP.

Supplier Diversity Program Subcontracting Policies. In addition to the Subcontracting Policies (See Subcontracting Policies section below and see Section 9, Subcontracting By Contractor, in the Commonwealth Terms and Conditions) that apply to all subcontracted services, agencies may define specific required deliverables for a contractor’s SDP Plan, including, but not limited to, documentation necessary to verify subcontractor commitments and expenditures with Minority- or Women-Owned Business Enterprises (M/WBEs) and Service-Disabled Veteran-Owned Business Enterprises (SDVOBE) for the purpose of monitoring and enforcing commitments made in a contractor’s Supplier Diversity Program (SDP) Plan.

Best Value Selection and Negotiation. The Strategic Sourcing Team or SST (formerly referred to as Procurement Management Team or PMT) may select the response(s) which demonstrates the best value overall, including proposed alternatives that will achieve the procurement goals of the department. The SST and a selected bidder, or a contractor, may negotiate a change in any element of contract performance or cost identified in the original RFR or the selected bidder’s or contractor’s response which results in lower costs or a more cost effective or better value than was presented in the selected bidder’s or contractor’s original response.

Bidder Communication. Bidders are prohibited from communicating directly with any employee of the procuring department or any member of the SST regarding this RFR except as specified in this RFR, and no other individual Commonwealth employee or representative is authorized to provide any information or respond to any question or inquiry concerning this RFR. Bidders may contact the contact person for this RFR in the event this RFR is incomplete or the bidder is having trouble obtaining any required attachments electronically through COMMBUYS.

Contract Expansion. If additional funds become available during the contract duration period, the department reserves the right to increase the maximum obligation to some or all contracts executed as a result of this RFR or to execute contracts with contractors not funded in the initial selection process, subject to available funding, satisfactory contract performance and service or commodity need.

Costs. Costs which are not specifically identified in the bidder’s response, and accepted by a department as part of a contract, will not be compensated under any contract awarded pursuant to this RFR. The Commonwealth will not be responsible for any costs or expenses incurred by bidders responding to this RFR.

Electronic Communication/Update of Bidder’s/Contractor’s Contact Information. It is the responsibility of the prospective bidder and awarded contractor to keep current on COMMBUYS the email address of the bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the SST, including requests for clarification. The SST and the Commonwealth assume no responsibility if a prospective bidder’s/awarded contractor’s designated email address is not current, or if technical problems, including those with the prospective bidder’s/awarded contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective bidder/awarded contractor and the SST to be lost or rejected by any means including email or spam filtering.

Electronic Funds Transfer (EFT). All bidders responding to this RFR must agree to participate in the Commonwealth Electronic Funds Transfer (EFT) program for receiving payments, unless the bidder can provide compelling proof that it would be unduly burdensome. EFT is a benefit to both contractors and the Commonwealth because it ensures fast, safe and reliable payment directly to contractors and saves both parties the cost of processing checks. Contractors are able to track and verify payments made electronically through the Comptroller’s Vendor Web system. A link to the EFT application can be found on the OSD Forms page (www.mass.gov/osd). Additional information about EFT is available on the VendorWeb site (www.mass.gov/osc). Click on MASSfinance.

Successful bidders, upon notification of contract award, will be required to enroll in EFT as a contract requirement by completing and submitting the Authorization for Electronic Funds Payment Form to this department for review, approval and forwarding to the Office of the Comptroller. If the bidder is already enrolled in the program, it may so indicate in its response. Because the Authorization for Electronic Funds Payment Form contains banking information, this form, and all information contained on this form, shall not be considered a public record and shall not be subject to public disclosure through a public records request.

The requirement to use EFT may be waived by the SST on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in its response. The SST will consider such requests on a case-by-case basis and communicate the findings with the bidder.

Environmental Response Submission Compliance. In the event that paper submissions are required and in an effort to promote greater use of recycled and environmentally preferable products and minimize waste, all required paper responses that are submitted should comply with the following guidelines:

· All copies should be printed double sided.

· All submittals and copies should be printed on recycled paper with a minimum post-consumer content of 30% or on tree-free paper (i.e. paper made from raw materials other than trees, such as kenaf). To document the use of such paper, a photocopy of the ream cover/wrapper should be included with the response.

· Unless absolutely necessary, all responses and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves and GBC binding. Three ringed binders, glued materials, paper clips and staples are acceptable.

· Bidders should submit materials in a format which allows for easy removal and recycling of paper materials.

· Bidders are encouraged to use other products which contain recycled content in their response documents. Such products may include, but are not limited to, folders, binders, paper clips, diskettes, envelopes, boxes, etc. Where appropriate, bidders should note which products in their responses are made with recycled materials.

· Unnecessary samples, attachments or documents not specifically asked for should not be submitted.

HIPAA: Business Associate Contractual Obligations. Bidders are notified that any department meeting the definition of a Covered Entity under the Health Insurance Portability and Accountability Act of 1996 (HIPAA) will include in the RFR and resulting contract sufficient language establishing the successful bidder’s contractual obligations, if any, that the department will require in order for the department to comply with HIPAA and the privacy and security regulations promulgated thereunder (45 CFR Parts 160, 162, and 164) (the Privacy and Security Rules). For example, if the department determines that the successful bidder is a business associate performing functions or activities involving protected health information, as such terms are used in the Privacy and Security Rules, then the department will include in the RFR and resulting contract a sufficient description of business associate’s contractual obligations regarding the privacy and security of the protected health information, as listed in 45 CFR 164.314 and 164.504 (e), including, but not limited to, the bidder's obligation to: implement administrative, physical, and technical safeguards that reasonably and appropriately protect the confidentiality, integrity, and availability of the protected health information (in whatever form it is maintained or used, including verbal communications); provide individuals access to their records; and strictly limit use and disclosure of the protected health information for only those purposes approved by the department. Further, the department reserves the right to add any requirement during the course of the contract that it determines it must include in the contract in order for the department to comply with the Privacy and Security Rules. Please see other sections of the RFR for any further HIPAA details, if applicable.

Minimum Quote (Bid Response) Duration. Bidders Quotes made in response to this Bid must remain in effect for at least 90 days from the date of quote submission.

Prompt Payment Discounts (PPD). All bidders responding to this procurement must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the bidder can provide compelling proof that it would be unduly burdensome. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. Participation in the Electronic Funds Transfer initiative further maximizes the benefits with payments directed to designated accounts, thus eliminating the impact of check clearance policies and traditional mail lead time or delays. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s Vendor Web system. The PPD form can be found as an attachment for this Bid on COMMBUYS.

Bidders must submit agreeable terms for Prompt Payment Discount using the PPD form within their proposal, unless otherwise specified by the SST. The SST will review, negotiate or reject the offering as deemed in the best interest of the Commonwealth.

The requirement to use PPD offerings may be waived by the SST on a case-by-case basis if participation in the program would be unduly burdensome on the bidder. If a bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in or attached to the PPD form.

Public Records. All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., c. 66, s. 10, and to c. 4, s. 7, ss. 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

Reasonable Accommodation. Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case by case basis. A bidder requesting accommodation must submit a written statement which describes the bidder’s disability and the requested accommodation to the contact person for the RFR. The SST reserves the right to reject unreasonable requests.

Restriction on the Use of the Commonwealth Seal. Bidders and contractors are not allowed to display the Commonwealth of Massachusetts Seal in their bid package or subsequent marketing materials if they are awarded a contract because use of the coat of arms and the Great Seal of the Commonwealth for advertising or commercial purposes is prohibited by law.

Subcontracting Policies. Prior approval of the department is required for any subcontracted service of the contract. Contractors are responsible for the satisfactory performance and adequate oversight of its subcontractors. Human and social service subcontractors are also required to meet the same state and federal financial and program reporting requirements and are held to the same reimbursable cost standards as contractors.

SECTION 8: CONTRACT AND PERFORMANCE SPECIFICATIONS

This solicitation is for the purchase of Books and other types of Published Materials. This contract will also cover online course materials along with online courses. Contracts will be awarded to qualified vendors who can provide the requested items and has submitted all required documentation. The Department of Fire Services will seek the best quality for the best and lowest price.

Section 8.1: Product and Pricing.

Bidders must provide at least one of the following: a catalog and/or website link with a price list or a bidder generated product list of products available with list pricing. All items contained in a catalog/website list and/or bidder generated product list shall be included as part of this RFR. As published materials are constantly changing, any list provided may be updated to include future editions and additional new publications. It is not the intent of this RFR to restrict purchases to items specified on this list and DFS can purchase any items a vendor is able to supply.

Bidders will provide on Attachment A, a percentage discount off the current manufacturer’s list price for all products they can supply. The discount should be a minimum discount. Additional discounts may be negotiated between the Department of Fire Services and the vendor for large volume orders or for other purchases where discounts may be appropriate. All pricing will be the lowest offered to any organization within the Commonwealth of Massachusetts. A purchase order will be provided prior to any service or delivery of any products. Shipping, cancellation, restocking, and other miscellaneous fees are not allowed. The only exception where shipping will be allowed is in case of an emergency order and a request from DFS for rush shipping. All percentage off discounts will be applied over and above any existing membership discount.

Section 8.1.1: Product. Products will include any and all types of published materials as described in Section 1. Bidder must provide a catalog or catalogs/product list(s)/CD(s)/website link with items available for purchase with list/retail pricing before any discounts listed. The discount offered would be applied over and above any discount DFS employees may already be entitled to as a result of being a paid member of an organization by paying a membership fee or dues.

Section 8.1.2: Online Courses. If bidder offers online courses, please provide a sample list of the courses offered with the cost per student. Please list any and all quantity discounts.

Section 8.1.3: Quantity Discounts. For large quantity orders of products, Bidders may offer quantity discounts as listed on Attachment A.

Section 8.2: Deliveries. All items delivered must be a first quality product. Any items that are determined by the Department of Fire Services (DFS) to not be a first quality product will be rejected and returned at the vendor’s expense. All quotations shall be FOB destination. The term FOB destination shall mean delivered and unloaded to the Department of Fire Services, with all charges for transportation and unloading prepaid by the vendor. The only exception where shipping will be allowed is in case of an emergency order and a request from DFS for rush shipping.

A packing slip shall be included with each shipment whether picked up or delivered. On it shall include but not be limited to: the date, DFS purchase order number, list of all items on the original order and status of each, and price(s).

Section 8.3: Payment Specifications. Proposals requiring any payment prior to delivery will not be acceptable. Invoices shall include but not be limited to the date of service or delivery, the DFS purchase order number, list of all items, pricing and invoice number. The Commonwealth of Massachusetts is tax exempt. The exempt number shall be provided once the contract is awarded. Any shipment not being high quality, damaged or defective in any way will be returned to the vendor at the vendors’ expense. Following acceptance of a product(s) or service and receipt of a properly documented invoice, payment shall be made in accordance with the Commonwealth’s payment policy. A copy of this policy can be found at www.mass.gov/osc. Accelerated payments are made available by offering a Prompt Pay Discount. EFT payments are mandatory per Section 7.

SECTION 9: INSTRUCTIONS FOR SUBMISSION OF RESPONSES

Section 9.1: Bidder Communication. A Bidders Conference will not be offered. All questions on the RFR may be addressed to the Julie Walrath at 978-567-3131 / Julie.Walrath@mass.gov. Bidders are prohibited from communicating with any other employee of the Department of Fire Services.

Section 9.2: Submission Materials.

Each bid shall be accompanied by all items referenced in Section 12: Form Submissions. In case of any doubt or difference of opinions as to the items to be furnished herein, the decision of the Department of Fire Services shall be final and binding on both parties.

Section 9.3: Submission Format.

Responses must be submitted electronically through the CommBuys system. An original, ink signature response package will be required at award by the vendors who receive contracts as a result of their electronic submission.

SECTION 10: DEADLINE FOR RESPONSES AND PROCUREMENT CALENDAR

Section 10.1: Deadline. This is a rolling enrollment solicitation and responses may be submitted at any time. Responses must be submitted via an electronic bid submission through the CommBuys system.

Section 10.2: Procurement Calendar.

SECTION 11: EVALUATION CRITERIA

Through a point value system, bidder’s submissions will receive points based on the mandatory and desirable requirements stated within the RFR. Final scores will offer the Department of Fire Services a basis for issuing a contract.

Bidders are strongly encouraged to review the evaluation scorecard that has been posted with this RFR. The scorecard includes criteria that will be used to screen proposals as eligible or ineligible based on mandatory requirements listed throughout the RFR. Proposals that are deemed ineligible will NOT be presented to the Strategic Sourcing Services Team (SSST) for further evaluation.

The following criteria will be evaluated for award consideration:

· Experience/Qualifications

· Business References

· Price

· Small Business Purchasing Program

SECTION 12: FORM SUBMISSIONS

· W-9

· Signature Authorization Form

· Electronic Fund Payment (EFT)

· Prompt Pay Discount Form

· Non-Collusion Certificate Form

· Business Reference Form

· Attachment A

- Bidder’s Response Form

ATTACHMENT A

RESPONSE SHEET

Company Name _______________________________________________________________________

Contact Person ________________________________________________________________________

Address _____________________________________________________________________________

Phone _____________________________________ Fax ______________________________________

E-Mail ______________________________________________________________________________

BIDDER REQUIREMENTS

Is Bidder an authorized distributor for materials that are being purchased?

( yes ( no Is Bidder in full compliance with all Federal and State licensing and permitting laws?

( yes ( no (Compliance must continue at all times throughout the duration of the contract and renewal periods) How many years has Bidder been in business? __________

To help in the evaluation process of this RFR, the procurement team is requesting that bidders answer and submit with their bid response the following:

PRODUCT LIST AND PRICE LIST

Did bidder provide catalog(s) for products offered?

Is the retail/list price provided?

If yes, please enter discount available for these items: __________%

(( yes ( no)

(( yes ( no)

Do not leave blank

Did bidder provide a product list?

If yes, please enter discount available for these items: _________ %

(( yes ( no)

Do not leave blank

Did bidder provide a website link for products offered?

If yes, please enter discount available for these items: _________%

(( yes ( no)

Do not leave blank

Can bidder offer Quantity Discounts?

quantity ordered: 0 – 49 _____ % quantity ordered: 50 – 99 _____ % quantity ordered: 100 or more _____ %

(( yes ( no)

Did Bidder complete & submit all eight (8) documents listed in Section 12?

(( yes ( no)

PROMPT PAY DISCOUNT

Does Bidder offer a Prompt Pay Discount (Form must be attached & signed)

(( yes ( no)

SMALL BUSINESS PURCHASING PROGRAM (SBPP)

Has Bidder signed up for the Massachusetts Small Business Purchasing Program (SBPP)?

(( yes ( no)

Bidder’s Signature

Date

Company Name